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A method to improve the mail communication and work efficiency through content template associated with user profile

Publishing Venue

The IP.com Prior Art Database

Abstract

The method is proposed to improve the mail communication and work efficiency. In the mail system, define content template for user profile for receiver. When a mail sender input receiver's account ID in mail box, the mail content is generated according to the content template along with the receiver's user profile. The content template is pre-defined by the receiver on mail server, and is maintained by the receiver personally. The content template has standard format, and includes what the sender is required to submit. Therefore, the sender just need to fill the required contents, then submit to the right person. On the other hand, the mail receiver can quickly find the required information and analyze the mail content easily. In traditional way, to complete the same work, there are 3 mails needed. 1. The sender sends mail to receiver to ask what are required; 2. The receiver responses the mail to sender what he/she needs. 3. The sender submit the application following receiver's format. With this method, it needs only 1 mail to complete the same work as 3 mails. It helps greatly to improve the mail communication and work efficiency.

Country

Undisclosed

Language

English (United States)

This text was extracted from a PDF file.

This is the abbreviated version, containing approximately
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A method to improve the mail communication and work efficiency through content template associated with user profile

In a large scale of company, when you want to apply for an application, but not clear about the exact process and application form, you have to send mail to the right person who is responsible for this business, and ask him/her how to apply. Then wait for the response. Next, you are asked to submit some resources and information following the provided format. Once all the resources are ready, you send mail back to the person in charge. Generally, to apply for something, at least 3 mails are needed.

On the other hand, the responsible person are always asked how to apply something from different people. The questions are almost identical, but with various content, such as different typesettings, and different languages. As a result, the responsible people have to read through the request mail content, then response them one by one. Because the answers are standard, the contents of the reply mail are also same. However, they spend a lot of time in sending the duplicated mails to different applicants.

Currently, mail system has a function "Signature", and it allows you to append some information using text/html file or image at bottom of an outgoing mail. But the "Signature" content can only be seen, after you response a mail to others. The second limitation is that only text/html/image formats of files are supported for Signature, and attachment is not supported by Signature.

Our invention is a method to help both mail receivers and senders to save time, and complete the same work with an efficient way. When the applicant input the responsible person's account ID in mail box, the mail content is generated according to the content template. The content is pre-defined by the responsible people in the user profile on mail server. The content has standard format, and includes what the sender is required to submit. The applicant just need to fill the required contents, then submit to the right person. The mail receivers can quickly find the required information and analyze the mail content easily. It needs only 1 mail to complete the same work as 3 mails. It helps greatly to improve the mail communication and work efficiency.

I'd like to take two examples to introduce the background details in a mail system.

1. An employee asks HR how to withdraw money from personal Housing Fund

For a HR who is responsible for the Housing Fund application, she is always asked how to withdraw money from personal Housing Fund either through instant message chat tool or mail. Because the mail contents from applicants have no standard format or typesetting, HR has to read through the mail, then response them one by one. Actually, the mail contents or answers are almost duplicated. And the content always includes a worksheet, some instructions how to fill the table, and required attachments such as I.D. card electric copy and premises permit co...